Why Your Organisation Needs an Acceptable AI Use Policy

A common question that surfaces in boardrooms is, "Why do we need an Acceptable AI Use Policy if we already have an Acceptable IT Use Policy?" It's a valid query, given the overlapping domains of IT and AI. However, the distinct capabilities and potential risks associated with AI necessitate a specialised approach.

Understanding the Need for Specificity

1. The Unique Nature of AI

AI isn't just another software tool; it's a fundamentally different beast. AI systems can learn, adapt, and make decisions independently, which introduces a new level of complexity and unpredictability.

An Acceptable IT Use Policy typically covers general usage of technology and data, including security protocols and acceptable behaviour. However, it may not address the nuances of AI interactions, such as decision-making processes, ethics in AI use, and specific risks like algorithmic bias.

2. Specialised Risk Management

The deployment of AI can generate unique risks, including ethical dilemmas, privacy concerns, and potential biases that standard IT policies may not fully encompass. For instance, an AI system used in hiring processes could unintentionally perpetuate bias if not properly managed. An AI-specific policy ensures that there are guidelines to audit AI outputs and ensure fairness and transparency.

3. Regulatory Compliance

As AI technology evolves, so does the regulatory landscape. Jurisdictions are increasingly implementing regulations specific to AI, such as the EU’s proposed Artificial Intelligence Act. These regulations often require organisations to maintain rigorous oversight of AI systems, something that traditional IT policies aren't designed to handle.

4. Public Trust and Transparency

Utilising AI responsibly is crucial for maintaining public trust. An Acceptable AI Use Policy helps communicate to stakeholders that an organisation is committed to ethical AI practices. It assures clients, employees, and partners that AI technologies are being used in a manner that respects privacy and promotes fairness.

Implementing an Effective AI Use Policy

Developing an Acceptable AI Use Policy should involve stakeholders from across the organisation, including IT, legal, compliance, and operations. The policy should be clear on:

1. The scope of AI systems covered.
2. Responsibilities for monitoring AI performance.
3. Processes for addressing AI-driven decisions.
4. Training requirements for staff involved in deploying or managing AI.

Training and Awareness

Regular training sessions should be conducted to ensure that all employees understand AI's nuances and the policy's specifics. Awareness programs can help recognize AI's potential and the importance of using it responsibly.

Continuous Review and Update

AI technology is constantly evolving, as should the policies governing its use. Regular reviews should be conducted to ensure that the AI Use Policy remains relevant and effective despite technological and regulatory changes.

While an Acceptable IT Use Policy lays the groundwork for technology usage within an organisation, the unique challenges posed by AI necessitate a more tailored approach.

An Acceptable AI Use Policy addresses these challenges, strengthens governance mitigates risks, and builds trust among all stakeholders. As we navigate the complexities of integrating AI into our daily operations, let's prioritise creating frameworks that uphold our ethical standards and safeguard our communal values.